Webber Toolan Consulting

10 Steps to Your Own Report in Pastel Accounting

In Uncategorized on 25/04/2011 at 12:01 AM




10 Steps to Your Own Report in Pastel Accounting*

*Using Pastel Report Manager from Webber Toolan




  1. Select Pastel Company
  1. Select New Report



  1. Give Report a Name




  1. Select Data Table
  1. Select Data Fields



  1. Drag Fields to Report


  1. Position and Size field


  1. Format Field


  1. Click Preview Button to Preview Report


Pastel Accounting Year End

In Pastel Accounting, Pastel Partner, Pastel Xpress, Uncategorized on 03/03/2011 at 2:04 AM


The Year End process has to run in Sole Access Mode, so make sure everybody is logged out of the company and then login using a supervisor password.



  1. To start the Year End process : Pastel Menu – Select
    Change -> Year End
  2. Pastel checks the final financial period has transactions i.e. whether it is appropriate to run the year end. If no transactions exist Pastel Accounting warns you with a message.

  3. The Pastel Year End Assistant Screen opens. Always backup before you start your Year End.
    Even if you’ve already done a backup, do a backup now by clicking the Backup button.
  4. The File Backup Screen opens.
  5. From the File Backup screen, select a directory to backup to click process.
  • For Verify Method – select Ensure Files Readable.
  • For Images – select to Backup images.

  1. Because we selected to ensure files were readable, the backup process notifies us that it has completed zipping our data files and is about to test that this backup is readable. (This is done as it can happen that a backup is saved to damaged sectors of the hard drive and cannot be restored – this procedure checks that the files are readable).
  2. Once the backup is complete you are returned to the Year End Assistant Screen, click Next.
  3. If open batches exist, the Year End Assistant will display an error and the user will need to update the open batches.
  • To see Open Batches: select Pastel Menu – View – Open Batches

  • Open Quotation Sales Order batches may be ignored because they do not create financial entries, but any transaction type batches will need to be updated, (including POS Batches)
  • Ticks in the All Users column are fine, but there should be no ticks in any other user columns when attempting to run the Year End Assistant again.


  1. The Copy the Company to Another Company screen. The selection here is a matter of personal preference, but i personally like to copy the company to a new company, (give it a name indicating the new financial year) and perform the year end process in that new company.

    This allows users full access to historical information BUT requires year end Auditors adjustments to be entered into both companies, this is to ensure that the closing trial balance in the one company agrees to the opening trial balance in the new company. More effort –yes, but definitely beneficial when wanting to analyze years and years of historical data, as this approach ensures no historic detail is lost.

  • Select
    Create a New company called
  • Enter
    New Company Name (8 chars)
  • Select
    Run Year End in New Company


  1. If you have chosen a financial year setup of 13 periods with the 13th being the first period of the new year, Pastel will ask you whether you want to copy the periods budgets to the new year. Make a selection and continue.
  2. The Print Reports screen opens reminding us of the most important reports that should be printed before beginning the year end procedure, these being:
    1. Trial Balance
    2. Income Statement
    3. Balance Sheet
    4. Customer and Supplier Age Analysis
    5. Detailed ledger for all accounts

  3. The What Yean Does screen opens. This screen tells us exactly what Pastel Accounting Year End Function does – please read through this to see if any alarm bells go off, but the effects listed are standard for all accounting systems. We are almost finished nowJ. Click
  4. The Confirm Operation screen opens, this screen is your final confirmation that you want to run the year end procedure. If you are sure, Click


  1. The yearend procedure runs and confirms that it is complete. If this process is interrupted e.g. power failure, restore the backup created earlier and begin this process again.
  2. Depending on your selection related to copying companies and in which company to do the year end, you will find yourself in the appropriate company to process the New Year’s transactions.

Pastel Partner Add-On Modules

In Pastel Accounting, Pastel Partner, Pastel Xpress on 25/02/2011 at 2:44 PM
  1. Stock / Inventory Related

    1. Multi – Store

      The Multi-Store add-on module lets you set up and use multiple stores or warehouses.

      Some common uses of this module are:

      1. Stores/Warehouses – You may keep inventory in separate physical locations.
      2. Manufacturing – If you manufacture goods, you may wish to keep your raw materials in a separate store so that operators do not sell, or get confused by, these raw materials.
      3. Consignment/Sales Representative Item Tracking – You can create a store that contains inventory you have given to a customer on consignment.

      Note that customers and suppliers exist for the company as a whole. You cannot link them to specific stores. However, you can link users to one or more stores, and prevent users from accessing items in other stores.

    2. Bill of Materials

      The Bill of Materials add-on module gives you access to two related functions that let you group multiple inventory items into another item or on an invoice:

      1. Bill of Materials – This lets you build, assemble, or manufacture an inventory item using other inventory items as parts or components.
      2. Kit Item Codes – This lets you specify one code on an invoice, and the system loads multiple invoice lines that can include inventory items and remarks lines.
    3. Serial Number Tracking

      If you purchase the Serial Number Tracking add-on module, you can create serialised inventory items.

      Serial number items are identical to physical inventory items, except in one way: each item has its own unique serial number. For example:

      1. Each time you purchase a serial number item, you have to create a serial number for each individual item you are bringing into stock. If, for example, you purchase 10 items, you have to create 10 serial numbers.
      2. If you transfer serialised inventory items between stores, you have to specify the serial number of each individual item you are transferring.
      3. When you sell serialised inventory items, you have to select the serial numbers of each individual item you are selling.

      You use serial tracking when you need to track the movement of individual inventory items through the system. You usually do this for warranty purposes, so that you know whether an item is within a warranty period should a customer return it for repair.

  2. Other Modules

    1. Point of Sale

      The Pastel POS add-on module caters for all your point of sale needs. It is reliable and extremely easy to learn and to use.

      This module runs as a separate program from the main Pastel Partner/Xpress application. This has a number of benefits:

      1. You do not have to grant access to your main accounting system to data entry operators.
      2. The interface is specific to point of sale. For example, operators can drive the sales screen at high speed, and without using a mouse.
      3. There are far less options to look at and to learn.
      4. The system uses less hardware resources and is therefore faster.

      You can process on a local workstation without having a direct connection to the Pastel Partner server. Pastel POS will upload and download data between the server and the workstation as and when required.

    2. Multicurrency

      The Multi-Currency add-on module lets you process with multiple currencies. Partner has the following multi-currency capabilities:

      1. You can create up to 30 currencies.
      2. You can create foreign currency customers, suppliers, and bank accounts, and you process these accounts in their own currencies.
      3. You can view and print invoices in your home currency or in the customer’s/supplier’s currency.
      4. You can create and update exchange rate tables for each currency at any time.
      5. You can produce financial statements and other reports in any currency.
      6. You can levy tax on foreign currency transactions if necessary.
    3. Time and Billing

      You use the Time and Billing module to bill employee time to your customers. The process is as follows:

      1. You create activity codes, which can be chargeable or non-chargeable. For chargeable activities, you enter a general ledger account, a default rate, and a unit.
      2. You create records for each employee. For each activity code, you set a default rate per employee.
      3. You then enter timesheets for each employee. You select a customer and an activity, and you can override the employee rates.
      4. Once you enter the timesheets, you can create invoices. You authorise each invoice, and the system creates an invoice batch for you to update. The batch is a special time and billing batch so that it does not interfere with standard invoicing.
      5. You can create credit notes to reverse timesheet invoices. Once again, the system creates a credit note batch for you. In this case, the system uses the standard credit note batch.


    4. Receipting

      The Receipting add-on module is a specialised module that lets you enter data once in order to process and print receipts. You do this without using the cash book. Once you are ready, the system moves the receipts into the cash book for you.

      You use this module for clubs, schools, and other organisations, where you collect monies from members, students, and customers, to whom you provide receipts. By using this module, you provide printed receipts and create the cash book entries in one operation.

    5. Business Intelligence centre

      There are two versions of this module:

      1. The Business Intelligence Centre – Standard Edition
      2. The Business Intelligence Centre – Advanced Edition
      3. The Business Intelligence Centre – Standard Edition

      This provides ready-boxed intelligent Excel reporting on your standard data. In addition, you can use the existing reports to create new reports. You can also write your own reports in Excel.

      Some common applications include:

      1. Dashboard – This shows an overall view of the company.
      2. Monthly Boardroom Pack – This lets you customise and automate a boardroom pack.
      3. Dynamic Transactional Reporting – The system contains standard, customisable, and automated sales reporting using Excel’s powerful Pivot tables.
      4. Write Excel Reports from Scratch – The system makes tables and fields available to you so that you can create your own customer reports.
      5. Import Reports – You can import reports written by certified consultants.
      1. The Business Intelligence Centre – Advanced Edition

      The Advanced Edition adds additional tools for skilled users and/or consultants. This powerful and cost effective report writing solution allows you to deliver Excel reports from any ODBC compliant data source.

      1. Consolidated Excel Reporting – Generate consolidated financial reports from any number of companies into one Excel workbook.
      2. Connect to Any ODBC-Compliant Data Source – Create Excel reports that combine data from one or more Pastel companies as well as any other third-party compliant database.
      3. Create Virtual Fields – Use SQL or Excel formulas to convert data into new fields. For example, convert a date into a week.
      4. Extend Reporting Views – Create new containers (views) to write reports that combine

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